Changes

PEX User Guide

PEX User Guide

*For additional questions or issues, please email [email protected] and/or [email protected].  

*For additional questions or issues, please email [email protected] and/or [email protected].  

*The PEX app

*The PEX app

**It’s great.  And it is the only way to submit receipts  that we accept.  Why?  Because hunting receipts through 6 different channels is miserable and we don’t want to do it.  Download it immediately, please.

**It’s great.  And it is the only way to submit receipts  that we accept.  Why?  Because hunting receipts through 6 different channels is miserable and we don’t want to do it.  Download it immediately, please.

*Receipts

*Receipts

**All receipts must be attached to expenses via the PEX app.

**All receipts must be attached to expenses via the PEX app.

***If they are not attached within 2 weeks of the purchase, we may deactivate your card until you are up-to-date with your receipts

***If they are not attached within 2 weeks of the purchase, we may deactivate your card until you are up-to-date with your receipts

*Votes

*Votes

**If you spend against a vote budget, we need that to be very clearly specified in the notes of your PEX transaction in the “Notes” field.

**If you spend against a vote budget, we need that to be very clearly specified in the notes of your PEX transaction in the “Notes” field.

**Avoid making generic area-related purchases and vote purchases in the same transaction where possible, as dividing expenses into multiple categories is messy.

**Avoid making generic area-related purchases and vote purchases in the same transaction where possible, as dividing expenses into multiple categories is messy.

*Funding/Additional Funding to PEX Balance

*Funding/Additional Funding to PEX Balance

**We keep PEX cards roughly balanced at $500.

**We keep PEX cards roughly balanced at $500.

***This is done manually, on a roughly weekly basis, so if you are spending a lot in a short period of time, you may run into a depleted account problem.  

***This is done manually, on a roughly weekly basis, so if you are spending a lot in a short period of time, you may run into a depleted account problem.  

Troubleshooting

Troubleshooting

*Pex Card Declines

*Pex Card Declines

**PEX cards have rulesets, each with different functions.

**PEX cards have rulesets, each with different functions.

***Sometimes the reason for the decline is that a ruleset needs its attitude adjusted.  If you are having a difficult time shopping at a specific type of store or stores in a specific geographic area, we may need to make an adjustment

***Sometimes the reason for the decline is that a ruleset needs its attitude adjusted.  If you are having a difficult time shopping at a specific type of store or stores in a specific geographic area, we may need to make an adjustment

*PEX Card Lost, Stolen, or Damaged

*PEX Card Lost, Stolen, or Damaged

**Email treasurer@ and info@ immediately so we can turn it off and order a new one.  Make sure to let us know when the new card arrives so we can reactivate your account.

**Email treasurer@ and info@ immediately so we can turn it off and order a new one.  Make sure to let us know when the new card arrives so we can reactivate your account.

*Accidental Personal Charges on PEX card

*Accidental Personal Charges on PEX card

**It happens.  We’d rather it didn’t, but it does.  Please keep an eye out when making purchases to avoid this.

**It happens.  We’d rather it didn’t, but it does.  Please keep an eye out when making purchases to avoid this.

**Should it happen, let us know as soon as you know.  Otherwise, we will reach out to you about it and figure out a reimbursement method, typically Chase Quickpay or Paypal.  We might turn off your PEXcard if we are concerned you’ve gone rogue, but will reactivate it as soon as the issue is resolved.

**Should it happen, let us know as soon as you know.  Otherwise, we will reach out to you about it and figure out a reimbursement method, typically Chase Quickpay or Paypal.  We might turn off your PEXcard if we are concerned you’ve gone rogue, but will reactivate it as soon as the issue is resolved.

**This is handled the same as other reimbursements.

**This is handled the same as other reimbursements.

**See the “Reimbursements” form on the wiki and contact us if you can’t find the form and would like us to send it to you.

**See the “Reimbursements” form on the wiki and contact us if you can’t find the form and would like us to send it to you.

*Closing Notes

*Closing Notes

**Additionally, please remember that we are volunteers as well, and that sometimes someone else is doing something silly that has bumped itself to the top of our priority list.  There are approximately 30 cards that we manage currently, each with its own set of snafus in addition to a myriad of other tasks.  When you send us messages or requests, help us help you by being concise and clear in what you are asking.

**Additionally, please remember that we are volunteers as well, and that sometimes someone else is doing something silly that has bumped itself to the top of our priority list.  There are approximately 30 cards that we manage currently, each with its own set of snafus in addition to a myriad of other tasks.  When you send us messages or requests, help us help you by being concise and clear in what you are asking.

With that in mind, if you are in a pickle feel free to *politely* ping us if you haven’t heard back in a while.

With that in mind, if you are in a pickle feel free to *politely* ping us if you haven’t heard back in a while.